SEZOnline Release Notes V2 48 Units

SEZ Online Documents [Units] JAN 2014
Build Version 2.48

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SEZ Online
New Functionalities/Features

Build Version 2.48

Release: January 2014

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Functionalities made available on the SEZ Online system are reviewed and
enhanced / modified from time to time. New functionalities are added in the
system based on the inputs and requirements received from various user
groups/DC offices/Instructions from MOCI/RBI/DGCI&S. These functionalities
are developed based on understanding developed by NDML team from study of
existing practices and procedures in this regard and efforts are made to provide
features on the system those are compliant with the procedural and technical
requirements. However, users are requested to refer the relevant legal and
authorized documents and formations for reference on legal and authentic aspects
of the transactions before filing transactions.

New Functionalities/Features
1 Module for Softex filing as per RBI Guidelines ........................................................ 3
2 Global Search functionality to view report data ..................................................... 20


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1 Module for Softex filing as per RBI Guidelines

Softex Forms are required to be filed for submission of details of Software Export
transactions as per Reserve Bank of India (RBI) notifed procedures. RBI has vide
its circular No.43 dated 13
th
September 2013 revised the format of softex forms.
Further RBI has also introduced facility of filing of bulk softex forms for Units
with large number of transactions (Please refer to RBI Circular ). These changes
have also been made with objective of receipt of electronic data of approved
software export transactions from online filing system directly. In case of eligible
Units, the revised format enables clubbing of multiple softex transactions in a
single form. SEZ Online system will now support Units filing single softex as well
as Units filing bulk softex transactions. Further SEZ Online system is in the
process of data exchange testing with RBI and once system is implemented, data
can be provided to RBI on regular basis:
Following procedure needs to be followed for using revised softex forms.
Functionality Assignment: Units need to assign softex functionality to concerned
unit maker and approver user IDs. This can be done using Unit Admin User ID.
This will facilitate these users to prepare and submit softex forms. If this
functionality was already assigned then revised softex module will be
automatically available.
Softex Numbers: Units can obtain softex form numbers either in single or bulk on
RBI website (http://rbi.org.in/scripts/EDF_UserDetails.aspx). These softex numbers need
to be captured in SEZ Online System while creation of transaction.

Filing Softex Forms:

Softex form has been classified in two formats:
i. Single Softex format: Units should file details of software export
transactions for each client in separate form.
ii. Bulk Softex format: Bulk softex format will allow units to file softex for
multiple buyer/clients & multiple currencies in single transaction. Eligibility
for filing Bulk Softex transactions as per RBI circular may be ensured before
using this facility.

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In order to facilitate all types of Units, a simple excel based invoice data upload
utility has been developed which can be used to file data to the system. Earlier
XML based data was required to be uploaded and many Units had expressed
constraints regarding using the same.
1) Screen level changes in UI:
A new screen Softex Form will be available to unit users for filing
the Softex form.

Fig: Screen view of the new softex link available to unit users.The
following tabs will be available to user on the screen:
o Softex Details tab
o Declaration Details tab.
A. Softex Details tab:
The information in this tab has been segregated in following sections:
General Details
Exporter Details
Authorized Dealer & Bank Details

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Invoice Details
Information about unit will be pre-populated in the General and Exporter
Details section:

Fig: Screen view of the revamped softex screen

Details of the fields displayed to user in Softex details tab are mentioned
below:

Field Name
Mandator
y(Yes/No)
Editable/
Pre-
Populated
Details
Letter of
permission
(LOP) No
YES Pre-
Populated
Letter of Approval (LOA) No. of
the unit will be displayed in this
field
Date of LOP
Issued
YES Pre-
Populated
LOA Date of the unit will be
displayed in this field
Period From YES Yes user
entry field
in date
format
User has to enter Softex
reporting period start date in this
field. System will not accept
filing of transactions which are

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more than a year old.

In case the Units are filing
transactions for an older period,
they will be required to specify
the reasons for delay.
Period To YES Yes user
entry field
in date
format
User has to enter Softex
reporting period end date in this
field.
Difference between Period To
date and Period From date
cannot be greater than 90 days.
Reasons for
delay in filing
/ details of
delay approval
Yes in case
of delay
Yes, User
entry in
text
format
In case the Units are filing
transactions for an older period,
they will be required to specify
the reasons for delay.
Name of the
exporter
YES Pre-
Populated
Name of the SEZ unit will be
displayed -
Address of the
exporter 1,2,3
YES Pre-
Populated
Address of the SEZ unit will be
displayed
City/Town/Vil
lage
YES Pre-
Populated
City/town/Village of the SEZ
unit will be displayed
State YES Pre-
Populated
State of the SEZ unit will be
displayed
PIN YES Pre-
Populated
PINCODE of the SEZ unit
Address will be displayed
IEC Code YES Pre-
Populated
IEC code of the unit will be
displayed
SEZ CENTER YES Pre-
Populated
Name, address & Port Code
(6digit) of the SEZ to which
entity belong will be displayed.
If port code is not available then
it will not be displayed.
Authorized
Dealer Code
(AD)
YES Search
Picker
User will be able to search on
the basis of first 2 or 4 digits of
AD code or Bank name. If user
enters the first 2 digits or first 4
digits then relevant AD codes
will be displayed in the search

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picker to select the relevant AD
code from the list.
AD Bank
Name
YES Pre-
Populated
Based on the selection of AD
code AD bank name will be auto
populated.
AD Bank
Address
YES Pre-
Populated
Based on the selection of AD
code AD bank address will be
auto populated.
Softex Type YES Radio
Button
(Single,
Bulk)
User can select its choice at this
level.
Single Softex
Bulk Softex
If user has selected Bulk
software radio button following
declaration check box will be by
default checked with the text
We hereby declare that we are
eligible to submit Software
Export information in Bulk
Softex format as per the
requirements / conditions
specified by Reserve Bank of
India.
Name of the
Authorized
Data Com
Service
Provider
YES Dropdown In the Dropdown following
values will be available
1. MTNL
2. BSNL
3. OTHERS
Other service
provider
If Others
selected
Character,
user entry
field
This field will be editable &
mandatory to user if OTHERS
option is selected in the "Name
of the Authorized Data Com
Service Provider" field. If Others
is not selected this field will be
non-editable & non mandatory to
the user


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2) Invoices upload feature (Software export & Royalty export).
In order to facilitate faster and accurate filing of transactions, Invoice upload
facility has now been developed to upload the details of the Softex and
Royalty details in the system using invoice upload facility. The users can
prepare the data of invoices using a simple excel utility (provided by
NDML, visit website to download) which can be directly uploaded to the
system and can save users time and efforts to enter the details through the
application. Data of Software Exports as well as Royalty Invoices can be
entered in the same excel sheet and created as a single upload file.

Upload Invoice Details link will be available to the users in the Invoice
Details section. Users can prepare the data using the template available and
upload the data in SEZ Online system. The latest file format Version 1.0
can be downloaded from the SEZ Online website through the link
https://www.sezonline-ndml.com/downloads.htm.

After entering mandatory fields in the excel macro and on clicking of
Generate file button the appropriate upload file will be generated with name
ending with .sx extension .e.g. Invoice Details.sx for uploading items.
Units may ensure following things before uploading the file to the system:
1. Correct, complete and verified data is entered in the excel sheet. It
may be noted that uploaded data cannot be edited through the
application, if there are any mistakes than entire data needs to be
deleted from the system and uploaded again after correction.
2. In case Software Contract Gist has already been filed and approved,
correct reference number for the same is provided
3. Invoice date belongs to the period for which Softex data is being filed
4. Proper exchange rate is provided. In case of Standard Currencies (for
which exchange rate notifications are issued by CBEC) SEZ Online
system will use the notified exchange rate but in case any other
currency is used, proper exchange rate may be provided.
5. Serial Number may be provided for each record.
6. Copy of the excel file may be saved for future reference.
7. Uploaded file may be named appropriately to ensure that same file is
not uploaded again for next transaction. Date of the upload may be
added as part of file name.

On Upload of the record, system will perform necessary data and business
validations and if these validations are passed the data will be accepted. On

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successful upload of the file, following message will be displayed to the
users Invoice Upload is Successful. In case of any error in the file, error
message will be displayed to the user and the all the details will not be
uploaded. User will be able to upload only one Invoice file, if user wants to
upload another additional Invoice file; than previously uploaded invoice
details have to be deleted and a consolidated file can be uploaded. A button
Delete uploaded is available to user for deleting previously uploaded
Softex and Royalty Invoice details. Delete uploaded button will be enabled
only when user has uploaded invoice.

Fig: Screen view of Upload & Delete Invoice link available to entity user for
uploading the Softex Invoice & Royalty upload file.


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Fig: Screen view of success message displayed to entity users on upload of
Softex Invoice file
Note: Upon upload of information, if user finds any discrepancy and
wants to correct it. Uploaded data needs to be deleted first using Delete
Uploaded option and then text file generated post correction in macro
should be uploaded.

Facility to correct and upload valid details is available to both maker and
approver.

Fig: Screen view of success message displayed to entity users on deletion of
Softex Invoice file

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Invoice Details section will contain two more sub-sections:
Software Export Details
Royalty Details

Fig: Screen view of Software Export & Royalty Details grid.

Softex invoice details uploaded by the user through the template upload
functionality have been explained below and the same will be displayed in the grid,
all the fields will be non-editable:

Field Name Mapping of field name in grid (UI) with
Column name in Invoice Upload Excel macro
file
Sr. No. System Generated value
Softex No. Collected from RBI and entered in SEZ Online by
Unit
Name of the Client Name of the client with which the user is entering
into contract. Same will be displayed in the grid
Address of the Client Address of the client with which the user is
entering into contract. Same will be displayed in

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the grid
Country Drop down of country codes available in excel file
Internal project
code/Contract/
Agreement No &
date
Refers to concatenated values of Softex Contract
Gist Registration+date and Contract agreement
Number/internal project code fields.
Type of software
Exported
RBI issued codes for Software Type available as
drop-down in excel file
Mode of Realisation

Drop-down available
Invoice Number

As entered in excel file. Please ensure duplication
is avoided.
Invoice Date
(DD/MM/YY)

As entered in excel file. Please ensure it is within
the Softex Period range.
Currency

User will have to select the currency. Same will be
displayed in the grid.
Value of software
Export (A)

Export value in invoice currency as entered
Transmission Charge
(B)

Refers to Transmission Charges Amount (B)
field.
Commission (C)

Refers to commission Amount (C) field.
Deduction (D) Refers to Deductions amount (D) field.
Net Realisable value
[(A+B)-(C+D)]

Refers to Net Realisable value (A + B C D)
field.

Royalty details uploaded by the user through the template upload functionality will
be displayed in the grid. Details of the fields displayed in the grid are explained in
below table, all the fields will be non-editable:

Field Name Mapping of field name in grid(UI) with
Column name in Invoice upload Excel macro
Sr. No.

System Generated value
Softex No. Collected from RBI and entered in SEZ Online

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by Unit
Name of the Client Name of the client with which the user is
the grid
Address of the Client Address of the client with which the user is
the grid
Country Drop down of country codes available in excel
file
Currency User will have to select the currency. Same will
be displayed in the grid.
Invoice Number Refers to Invoice Number field.
Invoice Date
(DD/MM/YY)
Refers to Invoice Date field.
Unique Internal Project
code/Contract/
Agreement/PO Date
Refers to concatenated values of Softex
Contract Gist Registration and Contract
agreement Number/internal project code fields.
Offshore Export value in
Invoice currency
Refers to Value of software exports (software
export)(A)/offshore export value in invoice
currency (royalty field).
Type of software Exported Refers to Type of Software Exported field.
Details of Software Packages/Products Exported
Details of Software
Packages / Products
exported>>GR/SDF/PP/
SOFTEX Form No. on
which exports were
declared
Refers to GR/SDF/PP/SOFTEX Form No. on
which export were declared field.
Details of Software
Packages / Products
exported>> Date of
Export
Refers to Date of Export field.
Details of Software
Packages / Products
exported>> Royalty
agreement details >> %
age and amount of royalty
Refers to % age and amount of royalty field.
Details of Software
Packages / Products
Refers to Period of royalty agreement field.

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exported>>Royalty
agreement details
>>Period of royalty
agreement
Mode of Realisation of
Royalty value
Refers to Mode of Realisation field.
Calculation of Royalty
amount
Refers to Calculation of royalty amount field.

B. Declaration Details tab:
This tab will be available to the user on saving the Softex Details tab.

Fig: screen view of Declaration details tab

Following arte fields which will be displayed to the user:

Field Name Field Specifications
I /We@ hereby declare that I/we@ am/are@
the seller of the software in respect of which
this declaration is made and that the
particulars given above are true and that the
value to be received from the buyer
represents the export value contracted and
User will be able to enter
data in the text field
available.

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declared above. I/We@ also declare that the
software has been developed and exported
by using Authorised and legitimate datacom
link and certified that the software described
above was actually transmitted. I/We @
undertake that I/we@ will deliver to the
authorised dealer bank named above the
foreign exchange representing the full value
of the software exported as above on or
before _____ (i.e. within the period of
Realisation stipulated by RBI from time to
time) in the manner specified in the
Regulations made under the Foreign
Exchange Management Act, 1999.
I/We @ am/are not in the Caution List of the
Reserve Bank of India.
Place: Refers City/Town/Village
field of SEZ Unit. It will
be auto-populated
Date: Populated upon submission
of request
Name: Name of entity approver
will get populated
Unit Approvers Designation Designation of entity
approver will get populated
Save This button will be enabled
only for Entity maker. On
the click of this button,
validations will be
triggered. If values supplied
are meeting the
requirements mentioned
above then details will be
saved successfully else
appropriate error messages
will be shown.


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3) Additional Changes
Following are the additional changes which have also been introduced in
Softex module from this release onwards:

After digitally signing the Softex request by entity approver and
submitting to DC office, Unit user will have Print button and on click of
Print button the Print Choice screen for taking the Print will be provided
with following options:

o All Copies On selecting choice, remaining option will be disabled.
o Original
o Duplicate
o Triplicate

Fig: Screen view of print options available to user
Print should be taken on Legal in land-scape mode.

A facility to view LOA item details and LOA conditions will also be
provided to DC users. For this, a new link named Item Details as per
LOA will be available once the request is submitted to DC side for the
following roles:
DC Initiator
DC Verifier
DC Approver


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Fig: Screen view of Item Details as per LOA available to DC users.
Facility for adding remarks to DC approver from Search Request
screen has been provided. DC approver can access any request using the
Search functionality and can record his comments and save the request.
Comments will be available for view to all users for that request ID.

Fig: Screen view of Add button available to DC Approver and the remarks
added by DC approver.


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Print formats are different for bulk & single softex Print as provided below:

Fig: Screen view of Confirmation page for Bulk Softex request.

Fig: Screen view of Confirmation page for Single Softex request and
Software export details uploaded by user

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Fig: Screen view of Confirmation page for the Royalty details uploaded by
user

Fig: Screen view of Section C displayed to user on confirmation page.


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Fig: Screen view of confirmation page

2 Global Search functionality to view report data

A feature is now introduced in system where users can fetch detailed records of all
the transactions which are assessed through the system. This feature provides
records of up to previous day. This feature is called global search and is available
to users as well as administrative and customs officials of DC office.
This feature is available for modules listed below
Bill of Entry (BOE),
DTA Sale (DTAS),
Zone To Zone Transfer (ZTZ),
Shipping Bill (SB)
DTA Procurement for Export Benefit (DTAPEx-B).
Sub Contracting,
Temporary Removal,
DTA Procurement (DTAP),

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Intra SEZ Transfer
Softex
The global search functionality will enable user to search the trade details which
comprise of request id, request status, source of import, request submission/
assessment date, item description, Mode of transport, Invoice type, Quantity,
CIF/Assessable value at invoice level for the request. The user can search any
request for the specific module, for the assessment date range at entity/SEZ/SEZs
under DC level as per the entitlement. User can search on Thoka or request id
directly. The option to search based on country of destination/consignment, CTH
and source of import is also available.
Users will be able to access the trade data reports through the link ReportsGet
ReportsTrade Data.

Fig: Screen view of Trade Data report link available Entity users


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Fig: Input screen view available to user for searching trade data

User will be able to search data on the basis of financial year (from 2009-10 to
current financial year). The difference between Assessment From Date and
Assessment To Date can be a maximum of 31 days. Details of the input parameters
available to the users are explained below:
Sr.
No.
Field
Name
Field Type Mand
atory
(M)/
Optio
nal
(O)
Remarks/Validations
1 FINANCI
AL YEAR
DROP
DOWN
M This drop down will contain Financial
Years from 2009-2010 onwards.

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2 ASSESSM
ENT
FROM
DATE
DATE M Start date from which the data is
required within chosen FY
3 ASSESSM
ENT TO
DATE
DATE M End date upto which the data is
required within chosen FY
4 MODULE DROP
DOWN
M Values allowed are:
1. BILL OF ENTRY
2. DTA SALE
3. ZONE TO ZONE TRANSFER
4. SHIPPING BILL
5. DTAP Ex-B
6. SOFTEX
7.SUB CONTRACTING
8. TEMPORARY REMOVAL
9. INTRA SEZ TRANSFER
10. DTA PROCUREMENT
5 DC
OFFICE
DROP
DOWN
M The DC OFFICE to which the entity
user belongs to will be pre-populated
and the field will be disabled.
6 SEZ
SECTOR
DROP
DOWN
O The SEZ Sector to which the entity
user belongs to will be pre-populated

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7 SEZ
NAME
DROP
DOWN
O The SEZ Name to which the entity user
belongs to will be pre-populated and
the field will be disabled.
8 ENTITY
NAME
DROP
DOWN
O The Entity Name will be pre-populated
9 REQUEST
ID
TEXT BOX O User can view data for a particular
request ID by entering request id
10 THOKA/N
OTING
NUMBER
TEXT BOX O User can view data for a particular
Thoka Number/Noting Number by
entering Thoka/noting no
11 SOURCE
OF
IMPORT
DROP
DOWN
O All Values allowed in BOE module are
made available.
If user has selected "Zone To Zone
Transfer" then by default SEZ is
selected.
12 DESTINA
TION OF
DTA
SALE
DROP
DOWN
O Values allowed in DTA Sale module
for destination are provided.
13 COUNTR
Y OF
CONSIGN
MENT
DROP
DOWN
O 1. If user has selected the Module as
Bill of Entry, DTA Sale, Zone to
Zone Transfer then the field will be
enabled and list of all the countries will
be displayed to the user.
2. User has the option to view data for a
specific country by selecting it from the
dropdown.

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14 COUNTR
Y OF
DESTINA
TION
DROP
DOWN
O 1. If user has selected the Module as
Shipping Bill, or DTAPEx then the
field will be enabled and list of all the
countries will be displayed to the user.
2. User has the option to view data for a
specific country by selecting it from the
dropdown.
15 CTH NO. TEXT BOX O CTH NO. is split up into three sections:
1. CTH Chapter Heading of two digits
2. CTH Chapter Sub Heading of two
digits
3. CTH Chapter running sequence
number of four digits
User will be able to search with any of
the three values.
16 ITEM
DESCRIP
TIONS
TEXT BOX O User is allowed to enter the description
or part of the description of the items
which is to be imported/exported.
Global search based facility has been
provided where user can enter part of
the input and system will search the
matching output
17 CIF
VALUE
RADIO
BUTTON
O 1. User can select either CIF VALUE
or ASSESSABLE VALUE or FOB
VALUE or DUTY VALUE at single
point of time
2. On selection of any of these options.
"VALUE IN INR" field will be
mandatory.
3. On Selection of "DUTY VALUE"
18 ASSESSA
BLE
VALUE
RADIO
BUTTON
O
19 FOB
VALUE
RADIO
BUTTON
O

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20 DUTY
VALUE
RADIO
BUTTON
O radio button, "DUTY
FOREGONE/PAID FLAG" drop down
will be editable/visible.
21 DUTY
FOREGO
NE/PAID
FLAG
DROP
DOWN
O Values allowed are:
1. Duty Foregone
2. Duty Payable
3. Select

This field will be enabled only when
user has selected the Module DTA
Sale, Bill of Entry and Zone TO
Zone Transfer.
22 VALUE
IN INR
BETWEE
N
TEXT BOX O
23 VALUE
IN INR
AND
TEXT BOX O
24 SEARCH BUTTON
25 RESET BUTTON On click of RESET button, all Input
parameters will be reset to default
values as per the user login credentials

After clicking on search button a link will be provided to download the report in
excel format and name of the file will be in the format "<module>_<file creation
date and time>.xlsx" e.g. DTAProcurement_1_21_2014_5_46_09_PM.xls. If
there are no data records available then the following message will be displayed
"There are no data records to download."


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The report format for various types of modules is attached below:
Trade_Data.xls

Note: The data shown in the excel sheet is sample data for reference purpose.

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SEZOnline Release Notes V2 48 Units

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